Registrar

About the Role The Operations & Registrar is a key operational role within the Logistics, Fairs & Exhibitions department. Based primarily Ladbroke Hall/Mitry Mory, the position holder is responsible for organising the safe packing, transport, and installation of artworks across CWG’s global operations — from artist studios through to gallery exhibitions, art fairs, and private client deliveries. Working closely with the Global Head of Logistics, Fairs & Exhibitions, the role encompasses end-to-end coordination of shipments, inventory management, condition reporting, customs documentation, and process optimisation. The Operations & Registrar also plays a central role in art fair logistics and HNWI client installations and post-sales, ensuring a luxury-standard delivery experience at every touchpoint.   Day-to-Day Responsibilities 1. Packing, Shipping & Transport - Organise the safe packing and transport of artworks, negotiating best-value pricing while maintaining the highest standards of artwork safety in transit. - Coordinate shipments and installations to and from galleries, artist studios, clients, and fair venues — domestically and internationally. - Manage customs documentation, fine art formalities (temporary imports/exports, carnets ATA), insurance certificates, and plus-value declarations. - Liaise with approved transport suppliers, crating workshops, and installation teams to ensure timely and damage-free operations. - Monitor and improve shipping lead times; target ≤ 3 weeks from payment and end of production to delivery. - Develop direct shipping routes from artist studios to clients/galleries where possible, reducing handling and transit time. 2. Inventory, Condition Reporting & Data Management - Maintain accurate shipping records, inventory logs, condition reports, and installation instructions across all CWG databases. - Complete condition reports (Articheck) within 24 hours of receiving artworks and before any release. - Update Sage X3 records in real time: stock receipts, intercompany transfers, deliveries, and invoicing. - Participate in bi-annual full inventories and monthly spot audits; contribute to maintaining stock discrepancy below 2%. 3. Communication & Process Development - Act as an operational link between the Logistics department, Production, Artist Studios, Sales, and Gallery teams to ensure fluid, structured communication. - Contribute to developing and documenting standard operating procedures for shipping, packing, installation, and condition reporting. - Participate in cross-departmental process improvement initiatives to streamline. - Actively contribute to the mise en place and optimisation of Logistics Department processes and organisation. 4. Fairs, Exhibitions & HNWI Client Installations - Handle end-to-end logistics for art fair participation: planning, transport, customs, booth set-up, artwork installation, and de-installation. - Coordinate with the Fairs & Exhibitions team on retroactive calendars, steering meetings, and cross-departmental milestones. - Manage HNWI client installations with a luxury-standard approach: meticulous planning, white-glove handling, and post-installation follow-up. - Contribute to carbon footprint tracking per fair and material reuse objectives (target 70% reuse rate). 5. Budget & Cost Control - Participate in tracking local logistics budgets and operational expenditure. - Verify supplier invoices, compare quoted vs. actual vs. invoiced amounts, and flag discrepancies. - Identify cost reduction levers in crate production, transport, and storage operations. - Contribute to a monthly budget review meeting with the Global Head of Logistics, Fairs & Exhibitions. 6. Client Satisfaction - Drive improved satisfaction by streamlining communication with Production and increasing direct shipments from artist studios. - Contribute to the design and implementation of a client satisfaction tracking methodology in collaboration with Sales and Production. - Maintain luxury-standard delivery experiences for all client-facing operations.